Project Initiation Documentation for Upgraded Website

This document provides information about the project initiation documentation for launching an upgraded website to improve customer satisfaction and enhance the overall customer experience. It includes details about the project scope, objectives, benefits, and risks associated with the project.

PROJECT
MANAGEMENT

Table of Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
PROJECT INITIATION DOCUMENTATION..............................................................................1
REFERENCES..............................................................................................................................17

PROJECT INITIATION DOCUMENTATION
It is one of the most significant document which used to describe the foundation of the business
project i.e. bringing and launching new website of the company for the customer who have sent
their car for repair in the organization. Project Initiation Documentation use to summarize and
bundles all the information which was collected from the starting of the project and initiating the
project. Project Initiation Documentation is used as a reference point throughout the project for
the customer and the project team in the organization. The main purpose behind Project Initiation
Documentation is generally prepared with the purpose of capturing and recording information
which are required to correctly define and plan the project. Another important element of PID is
Project scope statement. This part explains the scope which will be brought by the project to the
organization and proposed solution and in scope for project. PID also includes the background of
study, assumptions and constraint of the project which Power Motor is looking to adopt in the
organization. PID is generally concentrated on explaining 4 types of question for the
organization i.e. What is project all about?, Why should the project go ahead?, Who will work on
the project? And How and when will project will be delivered by the Organization?.
Section 1: What is project is all
about?
Project Title: “Upgraded Website to overcome the issue related to the
customer satisfaction in the organization.”
Project background: Company is looking to launch new website to provide the
information to the customer about the repair process in the
organization (Wiggins, 2016). Power motor will be
launching website of the organization which will be defining
customer of the company about their car repairing process.
Website of the organization will provide a feature of
visualize manner information in the form of live video, when
customer will be log in online. New website will ask the
customer to open their account online with the company by
providing the different information to the portal and after that
the consumer will be able to gain every information
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regarding their car in the organization and it will also provide
the service of looking the car visually to the consumer.
Purpose The main purpose behind launching such website is that it
will help in increasing consumer satisfaction and also
enhance the overall customer experience for the individuals.
Furthermore, it will help in establishing the brand image of
the organization so that their market share increases and also
leads to maximum profitability of the business. Moreover, it
will also give a real time tracking experience to the clients so
that they can monitor the entire performance and also give
their value feedback and reviews. Another reason being that
it will reduce the errors and negligence by the workers
because they will work with more cautiousness and also with
extreme care and diligence (Smith and Ward, 2015: 225-
233).
Objective The main objective behind introduction of updated website is
to provide maximum consumer satisfaction and also to
achieve competitive advantage by doing something
innovative. It will be very beneficial for the business as it
will not only help in retaining old consumers but also help in
attracting the new base Another objective is to educate
customers about the problems faced by the vehicles so that
they can take necessary actions at the time of emergency.
One of the main objective is to increase the sales of the
company and earn more profits so that the business can grow
continuously in this dynamic environment.
Project scope Project scope is a part of project planning that involves
determining a list of specific project goals and objectives.
The upgraded website project has a wide scope because it is
very innovative and can make the organization successful
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and help them achieve competitive advantage in the long run.
Also, the project has a lot of advantages as compared to
disadvantages which can help the company in becoming
market leaders in a very small period. The company spent a
lot of funds on the research and development which will help
them in achieving cost advantages and profit maximization in
the long run (Murray and et.al., 2017 page: 324).
Exclusions from scope Project exclusion includes various activities that are outside
the scope of the project and are not included in the project.
The website launched will involve a lot of cost to update it
and to protect it from viruses. It is important to analyze the
factors that are beyond the scope so that the organization can
take corrective actions timely (Paik and et.al., 2018: Page
number 987).
Deliverable Deliverable is concerned with the specific product or service
which is to be delivered on a fixed date as a part of project
completion. The website service may take some time to be
delivered and therefore it is important to give exact
information to the customers about the final delivery in order
to maintain customer loyalty and brand image. The software
may take 4-6 months to get launched and once it is launched
then it will be updated continuously to keep it free from
viruses and cyber-attacks (Wiggins, 2016).
Constraints The biggest limitation for the project is that it does not give
the guarantee of success as this method does not provide the
personal support to the customer which sometime not create
the impression which is desired by the customers.
Assumption The biggest assumption related to this project is that all the
customer are having the smart phones or the resources to go
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online and have a look over the process or the time which
will be taken by the company to repair the car of the
company.
Section 2
Project Benefits Customer Satisfaction: The biggest benefit which will be
brought by the project is that it will help the company in
improving the customer satisfaction and also will pass on the
message to the customer that their car is in safer hand which
will eventually help the organization in improving customer
satisfaction and build trust with them (Morris and et.al., 2018
page: 976). Also it will help the company in improving the
customer support activity in the organization.
New Customer Base: This project not only help the
company in satisfying the customer but also will help the
company in building new customer base for the organization
as new project will attract the eye of the customer in the
market which will eventually result in increasing customer
base of the company (Smith and Ward, 2015: Page 26).
Increase customer base will eventually result in increasing
the interest of party in the organization.
Promotion: This project will also help the organization in
their promotion activity as new website will also have a
section of customer feedback which can be promoted in the
market to attract the customer.
Options There were many other options which was there in front of
the organization for satisfying the need of the customer and
improving the customer service such as. Organization would
have launched the new CRM system in the organization
which would have helped the customer in getting the
platform to clarify everything very clearly as adoption of this
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may create a situation that customer feel that they are not
treated personally by the company but in the case of CRM
organization would have able to overcome the same issue.
Another option which was in front of the organization was
that the organization would have offer the different discount
and rewards which would have helped the company in
attracting the larger number of customer toward the
organization.
Cost and Time line For implementing the new project in the organization
organization has to invest the minimum of 30,000 pound. As
this project will drive the company in buying different
resources for the sake of implementing the project in the
organization. (Smith and Ward, 2015: Page 12)
For the process of adopting new project company will
require a minimum of 6 weeks as for planning and making
policy it will take 2 weeks, 1 week will be given to procure
the different resources in the organization. 1 - 2 weeks will
be given for the sake of developing the project and in the last
2 weeks testing of project, correction and final outcome will
be derived.
Cost Benefit Analysis Cost benefit analysis in project management is one more tool
in your toolbox. This one has been devised to evaluate the
cost versus the benefits in your project proposal. It begins
with a list, as so many processes do (Murray and et.al., 2017:
Page number 235).
Cost benefit analysis shows that the project which is
developed is sound, justifiable and feasible for the
organization as the cost of the project is good in return of the
benefit and it is very necessary to implement the same to face
the issue related to the competition.
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Risk Identification The biggest risk which is associated with the project is that
the cost of the company will be increased which may force
the company in increasing the price of companies product
which is one of the main risk for implicating the project in
the organization.
Time is another risk which is associated with the project as
setting up a video manual for all the customer of their car
will consume a lot of time for the organization which may
result in decreasing the efficiency of operation in the
organization.
Risk Prevention Training and Development: It is the first action which will
be taken to reduce the threat of the risk in the organization.
Company will be providing the training to all the employee
in the organization so that they are able to cope up with the
different changes very efficiently in the organization.
Training will help the employee in coping up with the
different challenges which is offered by the technology
which company is planning to launch with the help of the
new project in the organization.
Operation management Technique: Company will upgrade
the operational management technique in the organization to
reduce the cost of the company so that the cost of adopting
new technique can be compensate by the company in this
way (Paik and et.al., 2018: Page number 924).Operational
management technique will help the company in reducing the
wastage of the raw material for the organization which will
eventually create a situation where organization is able to
save the cost of manufacturing by the way of reducing the
wastage in the organization which will cover cost which has
been increased due to up gradation of the technique.
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Risk Management Company will be adopting two type of risk management
technique in the organization to manage risk in the
organization:
Retaining the Risk: Organization is looking to retain the
risk in the organization as the cost of avoiding the risk is
more than the cost of damage or loss. This will eventually
increase the financial requirement of the company as
adopting new technique or new employee will eventually
increase the financial requirement for the company . For
example: To reduce the cost of new project organization has
to recruit new employee in the organization which will
eventually demands a good amount of recruitment cost which
so it is better to retain the risk.
Transferable risk: Organization is also looking to transfer
the risk in the organization by making a separate department
which will look at all the risk associated with the project in
the organization and will take the risk which will eventually
reduce the risk for the management. This will help the
employee working in the project to focus on to the project in
front of them.
Risk Monitoring Bench-marking Technique: It is the technique which will
be used by the organization to monitor risk in the
organization. In which organization will be setting the
benchmark beforehand itself. Benchmark will be set up on
the basis of the information which has been derived for the
market research and expectation of the company from the
project. After that on the basis of same benchmark
organization will be measure the performance of company
and try to find out the deviation between the current
performance and what was expected by the company. After
finding out the deviation company will try to implement
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different cause of action in the organization to monitor the
risk and solution of same very easily.
Section 3: Who will work on
this project?
A group of people will work on this project. The group will
include Project manager, team leader and worker. All the
member of the group have been selected on the basis of the
skill set process by them. Another positive of these team is
that team includes the member which are having different
sort of skill so that level of skill set can be increased in the
organization.
Roles and Responsibility Project manage: Project manager is the person in the
organization who used to overlook and In charge of all the
planning and execution of a particular project. The main
body for this project will be the project manager in the
organization. Project manager will be the one who will keep
eye on all the operation of the business in the organization
and supervise all the operation related to the project.
Manager will be the one who will make or take every
decision in the organization by discussing all the matter and
the issue with the tam member and leader in the organization.
Project manager will be the one who will be guiding all the
operation in the team and also will provide different task to
be performed in the organization. Project manager will be
bringing the innovation and will also help the organization in
highlighting the vast picture of the image in front of the
different interested parties in the organization (Smith and
Ward, 2015: Page 12).
Team Leader: They are the one who will be in the direct
touch with the different section of the employee working in
the organization and also with the project manager in the
group. Team leader will be passing on the decision of the
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project manager in the team in such a manner that the team
feel motivated to work for the team to achieve the
organizational goal. At the same time team leader will
provide the different information to the team member so that
it can help the company in performing their activity. Team
leader will also pass on the different suggestion of the
employee to the manager and will play a very crucial hand in
decision making process of the organization (Pilkington,
2016: Page number 94)
Team leader will also provide the support to the manager in
supervising the function of the operation as they are the one
who will be very close to the employee in the organization.
Team leader will be at the second stage of the project. There
will be 2 to 3 team leader in the project and all of them will
be having number of the employee in the organization. Team
leader will be motivating all the employee in the organization
and will help them in solving the issue faced by them.
Team worker and employee: The main role of employee in
the group will be to perform the different activity in the
organization related to the implication of the project in the
company. They are the one who will be there in whole life
cycle from the starting stage of implication of the project to
the last stage of giving result. Employee will be the one who
will feel the issue in the project and then they will pass on
the same information to the team leader and manager who
will be then making the different policy in the organization to
overcome the issue which is faced by the employee in the
process of the performing the project.
Organizational Structure Hierarchy structure will be followed by the organization to
implement the new project in the organization. Hierarchical
organization is an organizational structure where every entity
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in the organization, except one, is subordinate to a single
other entity. This arrangement is a form of a hierarchy. as
there are many factor which used to affect the working of
the organization in real. In the organizational structure the
end reporting party will be the CEO of the company which
will be directly reported by the manager with all the
important and crucial information only. Manager will be the
platform where all the complex and lengthy issue will be
summarized and will be presented to the CEO. Manager will
be in touch with all the Team leader and foreman in the
organization to have a proper idea about what is real position
of the working in the organization as they are the one who
are in touch with the day to day functioning of the
organization. All the decision in the organization will be
following in the downward way as all the main decision will
be taken by the manager and approve by the CEO of the
organization and then same will be pass on to the different
department in the organization.
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Name of: Project Sponsor: The project will be sponsor by the
organization itself so the sponsor name will be Motor power
for the organization.
Project Manager:
Project Team:
Section 4: How and when will
project will be delivered?
Project initial plan This is a plan which is made in advance in order to complete
the project. It is a formal document which is prepared by the
person executing the project. This is a document which
outlines all the stages from which the project will go. This
will help the person in knowing all the stages in advance and
if there are any problem then it can be beforehand solved.
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Milestone This is a tool which is used in project management in order
to outline the project start date and end date of the project.
The project milestone represents a clear and understandable
sequence of all the events and activities which are
undertaken in order to complete the project.
Gantt chart This is a chart which is a horizontal bar diagram of image
which is used in the project management which represents a
graphical presentation of all the step which are required to
complete a plan. This includes all the steps which are taken
to accomplish any project that is plan, organize, execute
coordinate and monitor.
Human Resource Requirement Project Team: Project team is the team which looks at
carrying out all the operation of the project. There will be
proper structure which will be followed by the project team
in which employee will be working at three level structure.
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Top level employee will be the project manager in the team
who will be passing on every instruction at the second level.
Level which will be seeing the Team leader, foremen who
will be conceiving all the information and on the basis of
same they will be passing on the same information to the
bottom level of employee who will be working on the
information to achieve the organizational goal very
efficiently in the organization.
Support Staff: Support staff of the organization is the
human resources requirement which will be required by the
organization. This department will be providing the different
information to the project team on the basis of which project
team will be making different policy and strategy (Waring
and Alexander, 2015: Page 20). Supporting staff will be the
staff from the marketing department and also from the
customer relationship department. Marketing department
staff will be providing the information of the market about
recent trend. Customer relationship staff will be providing
the information regarding the customer preference and how it
can be meet.
Additional Staffing: Additional staffing is the type of the
staff which will be not be working in the organization they
are the one which will be hire by the company from outside
the organization for permanent basis or for the temporary
basis. Staff which will be hire for the purpose of
implementing the technology.
Project Control: Monitoring Mechanism: Organization will be using the
bench marking technique to measure the performance of the
employee and the project in which organization will be
setting the goal in past and will compare the current
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performance with same to measure the project control.
Communication: Organization will be using the mixture of
the communication tool in the organization. Two most
commonly used communication tool will be the oral
communication in which employee at same level will interact
with each other. Written communication will be used to pass
on the rules and regulation in the project team.
Quality Control: Organization will hiring different employee in the
organization with higher skill set who can control the new
project very efficiently in the organization. This will help the
organization in controlling the quality of work in the project.
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